Consultancy Services Proposal

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1 Consultancy Services Proposal August, 2007 ISO 9001 : 2000 CERTIFIED Côte-des-Neiges Rd, 4 th Floor, Montreal, Quebec, Canada, H3S 1Z1 Telephone: (1) Fax: (1)

2 Table of Contents 1. GENIVAR Company Profile Firm philosophy and Methodology Design Review Scheduling and Time Control Processes Risk Management Cost Planning, Monitoring and Control Methodology Site Health and Safety Application of appropriate technology Commissionning methodology and post-construction services Summary Company Information Financial Information PROJECTS EXPERIENCE CV OF KEY PERSONNEL RATES Hourly Rates Percentage Base Fixed Fee MODEL OF CONTRACT CDI Page i

3 1. GENIVAR 1.1 Company Profile GENIVAR is one of North America s leading professional multidisciplinary companies with over 2000 specialists in project and construction management, engineering, and management consulting providing a wide range of services to both private and public sector clients in over 30 countries throughout Canada, the Caribbean, Latin America, South America, Europe, Africa and Asia. GENIVAR is a quality assured company (ISO 9002) driven by the concept of excellence. Our enthusiastic commitment to quality of the built environment is matched by vigorous monitoring of the services provided. Uncompromising quality of project management engineering and construction services is the key element required for the success of our projects and business. The expertise of our employees makes GENIVAR a leader in providing solutions through integrated project delivery drawing on four decades of experience in: Project and construction management, Engineering services and studies Project development and financing Construction Strategic consulting services - CDI Firm philosophy and Methodology GENIVAR s proposed methodology is structured to control the time, cost and quality of the project, thus enhancing the success of the project and thereby increasing Client s satisfaction. This is achieved by the systematic application of development and management tools, to determine the optimum development plan, project management systems, construction, commissioning, and operation and maintenance processes. GENIVAR will be accountable for ensuring that the allocated resources are used appropriately to complete the project. A variety of stakeholders will be involved including the Client, policy makers, administrators, financial advisors, accountants and legal advisors, designers, contractors, specialty consultants tenants and social groups. We will work to understand and respect the project goals and requirements of each of the team members, while focusing on completing the project within budget and on schedule. GENIVAR will put in place the necessary resources to ensure that interests of the Client are protected at every stage and that a superior quality project is delivered. The following is a detailed list of activities included in the management services by stages: Pre-construction stage Prepare Project Brief Select and manage Design team Prepare Consultants contracts Mobilize Project Management and Professional teams Attend project coordination meetings with the Client, Consultants and project stakeholders Prepare detailed Project programme Identify all project stakeholders Prepare communication protocols, including project specific web site Page 2

4 Provide input on issues of constructability and construction related issues Prepare detailed Project budget Provide and maintain project cash flow for work packages Review the client s master schedule and provide comments Prepare a cost estimate during the design stage Identify construction packages Identify long delivery items Participate in value engineering sessions and provide comments and recommendations Set criteria to prequalify contractors Liaison and communicate with Authorities having Jurisdiction Issue monthly reports Participate in partnering sessions Establish cost control program and cash flow for construction stage Commence Government Applications Process Negotiate works contracts Provide recommendations regarding Project Insurance Tender stage Provide comments and advice on the tender schedule and tender packages Review final tender documents and make recommendations on bid-ability Provide advice, assistance and recommendation on the pre-qualification criteria Attend tender briefings and assist the Consultants in the preparation of addenda Attend job showings and assist the clarification of site issues Assist the client as requested in bid analysis Provide the client with cost information, as requested, prior to negotiations with any bidders Liase and communicate with authorities having jurisdiction File for notice of project with appropriate Local Government Authorities Provide advice on any packages that are required to be re-tendered Liase and communicate with Authorities Contract Document stage Attend all project coordination meetings Review construction documents for constructability, bid ability, and coordination Prepare and update project schedule Provide advice on alternatives to systems and procedures to improve schedule or reduce budget Provide advice and identify long delivery items that may require pre-tendering Review consultant cost estimates Prepare independent cost estimates at project milestones including detailed work sheets Advise and assist the client on developing pre-qualification criteria Provide Monthly Progress reports including Cost Schedule reports Identify required permits, licenses and approvals Construction stage Maintain a daily log Submit monthly written reports including budget and scheduling information Provide ongoing administration support Maintain complete and updated project files, drawing and specifications Provide construction supervision to perform defined activities - CDI Page 3

5 Conduct ongoing site safety orientation sessions for all persons entering the site Chair joint health and safety committee meetings Evaluate trade contractors for compliance with health and safety policies Monitor and inspect all General Contractor s work Assign a health and Safety Supervisor Provide a monthly Health & Safety performance report Identify and report project risks Plan and manage site security Establish procedures for tracking shop drawing and samples Review change notices and forward independent estimates to the Client Maintain detailed log of changes Review regulations to identify and monitor permits, licenses and approvals Recommend payment of Contractor invoices Monitor requests for information from Contractors and responses from Consultant team Inspect and determine that all shop drawings, site instructions, and samples are complete Maintain daily site reports Assist in the resolution of disputes Manage and maintain record of changes and anticipated changes to the project Produce monthly progress reports Participate in partnering sessions Project record keeping Post Construction stage Provide advice and recommendations on all aspects of commissioning Manage record drawings and specifications Assist in the interim and final inspections Expedite the completion of deficiencies Confirm accuracy of warranties and transfer to the Client prior to final certificate Continue with the implementation and management of the Commissioning Plan Manage all maintenance manuals, operating instructions and turn over to the Client Conduct 11 months inspection prior to the expiration of any warranty Prepare post construction evaluation and cost analysis report Establish the certification of total performance Arrange for the issuing of substantial completion certificates and holdback releases Produce a final report on the project Specific activities that will be performed during the execution of the above listed services will include the following: Design Review GENIVAR s integrated structure allows us to excel in our ability to provide design review services. Led by our senior design architects and engineers, our team will first review the existing studies, requirements and concept proposal and then develop with the Client the development components of the project and a Statement of Owner s Requirements. These documents will serve as the basis of design for the Project, and eventually for the preparation of working drawings to carry out the works. Drawings and specifications will be reviewed as to completeness and conformity to the approved preliminary drawings, prevailing codes, regulations and other statutory requirements. All reviews will take into consideration our strategy to favour local economic benefit, defining packages in such a way as to allow - CDI Page 4

6 for as much participation as possible by local contractors, suppliers and labour, and to maximize the transfer of state of the art construction technology. Under the direction of GENIVAR s professional team, we will assist the Client in the determination of a short-list of appropriate designers, contractors, and speciality consultants Scheduling and Time Control Processes The schedule is a critical management tool used for programming the execution of the project and to communicate expectations to the entire project team. GENIVAR will take a proactive approach to ensure that the project schedule is up to date and that corrective action is taken when needed to ensure the Client s required delivery dates are respected. GENIVAR will implement the following activities regarding the schedule and time control process: Confirm, as soon as possible, time allocated for applications to public utilities, permitting and other authorities having jurisdiction. Make allocations for each package to be given out separately in order to start the project immediately (demolition and site preparation activities). Incorporate all future tenant related fit up work in the master schedule. Incorporate all infrastructure works (public utilities, access road, etc.) related to the project. Review execution schedule submitted by Contractors for conformity with the master schedule and contract documents. Notify the Client of any deviations from the authorized master schedule and make recommendations for services and approvals. Expand the master schedule to include detailed activities of design, construction and post-construction phases, incorporating the Works Contractors approved schedules. - CDI Continuously monitor project progress. Implement acceleration alternatives when project delays appear that do not impact on overall project budget. Regularly review the progress of the work on site and in fabrication shops relative to the project schedule Identify actual or potential variances between the work on site and the project schedule and take action to eliminate the risk of delay to the schedule Obtain and analyse monthly updates from Work Contractors, adjust the master schedule and discuss with any corrective action to be taken when required. Prepare for the monthly project report a written narrative based on the authorized schedule and the progress of the work to date. The report will include mitigation strategies taken to address any schedule delays that may arise Risk Management GENIVAR firmly believes that one of its principal responsibilities to clients is to manage the risks associated with the design and construction process. To this end, GENIVAR develops and implement a customized risk management programme for each Project. As risks can appear at any stage of a project, and evolve as a project moves forward, the risk management programme must be in place from the award of mandate through to the completion of deficiencies. The purpose of the programme is to manage risks until they no longer exist, and in cases where a Page 5

7 particular risk cannot be eliminated, to minimize the potential negative impact it poses to the project. Taking into consideration the breadth, the complexity and the length of a project, a formal and disciplined process is essential to achieve, with success, control of a project as well as to ensure that a project is managed pro-actively rather than reactively. A formal, ongoing and repetitive process, the risk management programme established by GENIVAR consists of 4 main steps: Identification of Risks Potential issues or occurrences that can have a negative impact on a project s cost, schedule, quality, safety, environment, communication, insurance and bonding are identified. Occurring at the very outset of a project, the identification of risks continues throughout the duration of a project. Evaluation of Risks Potential risks identified are evaluated in terms of their size and scale and probability of impact. This step includes the ranking of the potential risks so that risk management effort can be focused on the most threatening. Mitigation and Containment of Risks Risk mitigation strategies are put in place to reduce the probability of an occurrence, and containment strategies are put in place to minimize the impact of an occurrence. Follow-up of Risks Involves periodic review of a given risk to evaluate the effectiveness of the reduction and containment strategies. If the risk management measures appear to be deteriorating in their effectiveness, the action strategies are reviewed, modified and corrected. Example of Responsibility Matrix for Risk Management Committee Title Cost Schedule Quality Security Environment Interaction Insurance & Bonding Senior Project Manager Project Manager Estimator Schedule Control Environmental Specialist Design Review Team Health & Safety - CDI Page 6

8 1.1.5 Cost Planning, Monitoring and Control Methodology To ensure cost certainty, GENIVAR implements an estimate centric approach requiring that the project s design, procurement, construction, and maintenance activities are performed in strict accordance with the estimate and its approved changes. This work practice enforces discipline and accountability for the cost and delivery of both services and materials throughout the project by: Establishing a detailed estimate early in the project Continuously monitoring each project work activity and decision against the function, scope, cost, and schedule in the estimate Reviewing the current project scope, cost, and schedule against the estimate on a continuous basis and at milestones during the project Providing a proactive change management process for accommodating approved exceptions to the estimate. Our experience in Construction Management, Build-Own- Operate-Transfer, Design-Build-Operate- Maintain and Design-Build projects makes this proactive approach possible. Establish milestone payment procedures with contractors. Elements of work are only paid when 100% complete Site Health and Safety GENIVAR can oversee Works Contractors, as well as other parties, to ensure compliance with all governing legislation and codes. GENIVAR will at all times exercise its authority to cease work if it deems there is a contravention or a threat to any part of the health and safety regulations. Prior to the beginning of a project we will ensure that all required safety systems are in place. This includes systems to prevent occupational injuries and illness during site activities. An overall site-specific hazard - CDI assessment and site-specific safety plan is developed that incorporates legislative requirements, site access, training, traffic coordination, and the Client s Health & Safety policies. The Management Plan shall address: Methods of communication and chain of command. Structure and functions of the health and safety committees. Establish and implement a safety orientation and training procedure for each Works Contractor. Establish and implement a safety orientation plan for visitors to the site. Establish and maintain a health and safety web site. Ongoing monitoring to ensure compliance with site safety strategy. Review and assessment of safety information submitted by the Works Contractors. Evaluate and submit health and safety reports to Client. Recommendation for improvement of health and safety procedures where required. Provide and maintain a health and safety information board. In order to ensure full compliance, GENIVAR tours the site daily and makes recommendations where required. We hold weekly official inspections of the site with the Works Contractors and: Identify conditions that require corrective action and follow up. Follow up on previous deficiencies. Keep a record of all problem area and recommendations. Post a copy of the weekly inspection. Provide a copy of the report to the Client. Provide a copy to the Works Contractor. Should a Design-Build alternative be selected, the responsibility for implementation and management of the Page 7

9 Health and Safety plan transfers to the Design- Build Contractor. We would review and approve the Design-Build Contractors Health and Safety Plan, and GENIVAR will monitor health and safety operation on site. GENIVAR will continue to exercise its authority to cease work if it is determined that there is a contravention or a threat to any workers or the public. process of verifications, start-up procedures and functional tests during the construction phase. GENIVAR's commissioning practices begin by confirming that all commissioning related activities are properly identified and scheduled. Our commissioning process is based on the following: Application of appropriate technology Project Management Tools GENIVAR uses Expedition, a commercial project management software tool that facilitates change management, follow-up of action items from project meetings and other deliverables, and document management Commissionning methodology and post-construction services The commissioning process continues through all phases of the project. During the preconstruction phase, GENIVAR will provide advice and recommendations to the project team on issues that could impact the final operations of the Project. GENIVAR looks at commissioning as the most critical end user interface. A good commissioning process will facilitate transfer of the building to it's operating group efficiently and will reduce the building operating cost, through a comprehensive - CDI General Commissioning includes all of the activities required in order to assure that: The equipment, systems and networks operate with maximum efficiency under all load conditions. The equipment, systems and networks conform, for each locale, to the occupation parameters established in the contractual documents. Personnel receive the training and information required to adequately operate the systems and equipment. The commissioning process includes all equipment, systems and networks and mechanical, electrical, functional and operational components as well as all movable equipment identified in the programme of needs. GENIVAR will assure the full cooperation and involvement of professionals, work contractors and suppliers throughout the commissioning process. Commissioning Stages The commissioning process must be realized for each sector to be accorded provisional acceptance and must include the following five stages: Stage 1: Verify installation of equipment, systems and primary networks Stage 2: Start up of equipment, systems, and primary and secondary networks Stage 3: Verification of performances and functioning Page 8

10 Stage 4: Training and documentation Stage 5: Post occupancy adjusting, tuning and monitoring performance Training and Documentation GENIVAR will facilitate the training of operating personnel to assure full knowledge of building and systems and full operational autonomy of systems and equipment and prepare and present documentation and reports on commissioning. Final Report on Commissioning Upon completion of the provisional acceptance of the project, GENIVAR will present to the Client a final report on commissioning. The final reports will include the following elements: Summary of the approach to commissioning Summary of the systems, subsystems, components and equipment verified and tested and the results obtained, identifying the conditions and means of maintenance to ensure optimal conditions for efficiency and performance A summary of the areas verified and the results obtained, identifying the conditions and means to be maintained to ensure optimal conditions for efficiency and performance Notes and comments with regard to available excess capacity Identification of tests and verifications to be performed after delivery of the building to maintain optimal conditions for efficiency and performance. Identification of possible improvements to efficiency and performance Operating and Maintenance Manuals GENIVAR will ensure that contractors prepare and submit operating and maintenance manuals that shall include: An index to allow quick and easy retrieval of the information required including a table of contents, a list of systems, a list of equipment in each system, etc. A document for emergency situations must include all the information required in case of major failure or emergency situation. This document must be easy to understand by technical and nontechnical personnel. As-built Documents GENIVAR ensures that as-built drawings in both hard and electronic versions are provided by the contractors and coordinated by the Consultants team prior to being verified by GENIVAR s Design Review team for submission to the Client Summary As the Project Manager GENIVAR endeavours a strong team spirit that will ensure that the best interests of the Client are at the forefront of every decision. Although our approach to each challenge is unique, the approach is designed to always achieve the client s objectives. All of GENIVAR s strategies have one single common denominator: Client Satisfaction. - CDI Page 9

11 1.2 Company Information Name of Company : Registered Address of Main Office : Postal code: GENIVAR Limited Partnership 5858, chemin de la Côte-des-Neiges, 4 e étage Montréal (Québec) H3S 1Z1 Telephone : (514) Fax : (514) Internet : Type of Organisation : Years since Establishment : Limited Partnership 48 years 1.3 Financial Information Revenue YEAR REVENUE 123,5 M$ 119,7 M$ 121,4 M$ 111,5 M$ 176,1M$ The revenues presented here above represent GENIVAR s Fees. We are currently managing a portfolio of projects totalling more than US$1 billion. - CDI Page 10

12 2. PROJECTS EXPERIENCE GENIVAR has an extensive project management expertise in a wide range of fields: Building Urban Infrastructure Transportation Industrial Environment Power The following details some of the relevant projects undertaken by GENIVAR in the past 5 years in Canada and Internationally. - CDI Page 11

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